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If you live in Japan and are buying property abroad, opening an overseas bank account, or handling an inheritance in your home country, you may be asked to submit “certified copies” of your passport and proof of address. In many countries, a local lawyer can simply certify a copy. In Japan, the system works differently, and many people are unsure where to go. Here is what you need to know.
What documents are usually requested?
A typical request from an overseas lawyer, bank, or solicitor includes:
- a certified copy of your passport,
- a certified copy of your Residence Card (在留カード, Zairyu Card), and
- a certified proof of address, such as a utility bill.
Documents written in Japanese usually need an English translation as well.
Can a Japanese notary office certify my passport?
Not in the way many people expect. A notary public office (公証役場, Koshoyakuba) in Japan does not certify public documents such as your passport or Residence Card itself. It also does not confirm that a document “belongs to” the person presenting it.
What a notary can do is authenticate the signature on a private document, such as a declaration signed by you. An apostille can then be attached, so the document is accepted in countries that are party to the Hague Apostille Convention.
How to prepare your documents
- Passport. Make a photocopy of your passport and attach a short declaration signed by you, for example:“I, [Full Name], hereby certify that the attached document is a true photocopy of the original passport issued to me by the government of [Country].”
- Japanese documents (Residence Card, proof of address, etc.). Prepare a photocopy of the original document and an English translation. Then attach a declaration signed by you, for example:“I, [Full Name], hereby declare that the attached document is a true photocopy of the original Residence Card, and that the English translation attached herewith is a true and accurate translation from the original Japanese text by a translator who is well acquainted with the Japanese and English languages.”
The notary then authenticates your signature on each declaration.
Do I need to go to the notary office myself?
Not always. An agent can take your signed declarations to the notary office on your behalf. In this case, the notary office usually requires:
- a power of attorney (委任状) signed by you,
- proof that the signature or seal on the power of attorney is yours: generally a Certificate of Seal Registration (印鑑登録証明書) issued within the last three months, or a signature certificate from your embassy if you do not have a registered seal in Japan, and
- the agent’s ID.
However, a sworn declaration (宣誓認証), in which you swear to the content in front of the notary, must be made in person and cannot be done through an agent. Requirements can also differ between notary offices, so please check with the office in advance.
Tip: Use a Certificate of Residence instead of a utility bill
Utility bills vary in format and can be difficult to translate neatly. A Certificate of Residence (住民票, Juminhyo) from your city office is an official proof of address and can be used in place of a utility bill, together with its translation and a declaration.
Can every notary office issue an apostille?
No. As of September 2026, notary offices in the following areas offer a “one-stop service,” where the notarization, the Legal Affairs Bureau’s certification of the notary’s seal, and the apostille are all handled in a single visit:
- Hokkaido (within the jurisdiction of the Sapporo Legal Affairs Bureau only)
- Miyagi
- Tokyo
- Kanagawa
- Shizuoka
- Aichi
- Osaka
- Fukuoka
Notary offices in other areas can notarize your document but cannot attach an apostille. In that case, you will need to:
- have the document notarized at the notary office,
- have the notary’s seal certified by the Legal Affairs Bureau (法務局), and
- apply to the Ministry of Foreign Affairs (外務省) for the apostille, in person or by mail.
This takes extra time, so check with the notary office whether the one-stop service is available before your visit.
Also, if the country where you submit the documents is not a party to the Hague Apostille Convention, an apostille is not accepted. In that case, you will need consular legalization through that country’s embassy or consulate in Japan.
What this means for you
Please keep in mind that a notarized declaration is not the same as a lawyer personally vouching for your identity. The notary only authenticates your signature on the declaration. The notary does not confirm that the copy is true or that the document belongs to you. Some receiving parties may therefore not accept this format.
Requirements differ from country to country, and even between institutions. Before preparing anything, the most important step is to confirm with your lawyer, bank, or other receiving party:
- which documents they need,
- whether a notarized and apostilled self-declaration meets their requirements, and
- whether English translations are required.
The notary office charges a fee for each document, and the amount depends on the type of document and procedure. Please confirm the fee with the notary office in advance.
Checklist
☐ Confirmed with the receiving party that a notarized and apostilled self-declaration is acceptable
☐ Photocopies of your passport, Residence Card, and/or Certificate of Residence
☐ English translations of Japanese documents
☐ Signed declaration(s)
☐ Power of attorney and Certificate of Seal Registration or signature certificate (if using an agent)
☐ Confirmed that the notary office offers the one-stop apostille service
If you have any questions about notarization, apostilles, or your own situation, please feel free to contact us.
From TKG Immigration Consulting Office